Corporate Administrative Assistant

Corporate Administrative Assistant

The Office Assistant serves as the primary administrative and office support resource for the Houston facility. This role is responsible for creating a professional and welcoming environment for employees, customers, vendors, and visitors while providing administrative, facilities, event coordination, travel support, and general operational assistance across multiple departments. This position functions as a key resource for a wide variety of administrative and tactical responsibilities that help ensure the efficient operation of the office and site. The ideal candidate is highly organized, customer-focused, technologically proficient, and capable of managing multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities: Reception and Front Office Support

• Serve as the primary point of contact for visitors, customers, vendors, and employees.
• Welcome guests and ensure a professional visitor experience. Answer, screen, and direct incoming phone calls.
• Manage visitor check-in processes and maintain visitor logs.
• Coordinate visitor access and open facility gates as required.
• Receive, sort, and distribute incoming mail, packages, and deliveries.
• Maintain reception and common areas in a clean and professional manner.

Office and Facilities Administration

• Coordinate office supply purchases and maintain appropriate inventory levels.
• Order and manage food, beverages, and breakroom supplies.
• Support conference room scheduling and meeting preparations.
• Set up rooms and catering for meetings, training sessions, and special events.
• Coordinate vendor services related to office operations and facilities.
• Assist with facility maintenance requests and building-related needs.
• Support site-wide housekeeping and workplace organization initiatives.

Employee Engagement and Event Coordination

• Plan and coordinate onsite employee events, celebrations, recognition activities, and engagement programs.
• Assist with company meetings, lunch-and-learns, customer visits, holiday functions, and community involvement activities.
• Coordinate logistics, catering, communications, and vendor support for events.
• Maintain event calendars and support event budgeting and purchasing activities.

Travel and Visitor Coordination

• Coordinate hotel reservations, ground transportation, and other travel arrangements for visitors and guests.
• Schedule rides, airport transportation, and local transportation services as needed.
• Support employee travel logistics as requested.
• Prepare visitor itineraries and coordinate facility tour schedules.

Administrative and Cross-Functional Support

• Provide general administrative support to multiple departments, including Operations, Sales, HR, Finance, and Leadership.
• Assist with document preparation, data entry, presentations, reports, and correspondence.
• Maintain electronic and paper filing systems.
• Support invoice processing, purchasing requests, and expense documentation as assigned.
• Assist with onboarding logistics and new employee support activities.
• Support special projects and initiatives across the organization.
• Perform other duties and responsibilities as assigned.

Education and Experience:

• Associate degree preferred or an equivalent combination of education and experience.
• Three or more years of administrative, office coordination, receptionist, or office management experience preferred.
• Experience supporting a manufacturing, industrial, engineering, or corporate office environment preferred

Required Skills and Competencies:

• Strong customer service and interpersonal skills.
• Excellent written and verbal communication skills.
• Highly organized with strong attention to detail.
• Ability to manage multiple priorities and work independently.
• Strong problem-solving and follow-through capabilities.
• Demonstrated professionalism and discretion when handling confidential information.
• Ability to interact effectively with employees, customers, vendors, and senior leadership.

Technology Requirements:

• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, PowerPoint, Excel, and Teams.
• Comfortable learning and utilizing ERP, HRIS, purchasing, visitor management, and other business systems.
• Ability to leverage technology to improve efficiency and organization.
• Strong aptitude for learning new software, systems, and digital tools